AI Acceptable Use Policy Template for a 20-Person Company

A Template You Can Actually Use

This template is designed for companies with 10 to 30 employees. It covers the essentials without the corporate jargon that makes policies unreadable. Customize it with your company's specific details and have it reviewed by your team before implementing.

Section 1: Purpose and Scope

This policy governs the use of artificial intelligence tools by all employees, contractors, and freelancers working for our company. AI tools include any software that generates, analyzes, or processes content using machine learning, including but not limited to ChatGPT, Microsoft Copilot, Google Gemini, and similar services. The purpose is to enable productive AI use while protecting company data, client information, and our professional reputation.

Section 2: Approved Tools

List your specific approved tools here. For example: the company-approved AI tool is ChatGPT Enterprise accessed through our company account. Personal ChatGPT accounts and other AI tools may not be used for work tasks without written approval from management. All employees must use only approved tools for work-related AI tasks.

Section 3: Data Handling

Define three data tiers for your company. Public information can be entered into approved AI tools freely. Internal business information requires the use of enterprise AI tools only. Confidential data including customer personal information, financial records, employee data, and proprietary business information must never be entered into any AI tool without explicit management approval and documented security measures.

Section 4: Quality and Disclosure

All AI-generated content must be reviewed for accuracy by the employee before use. For client deliverables, a second reviewer is required. AI use must be disclosed for all client-facing deliverables and public content. Employees are responsible for the accuracy of all work they submit regardless of whether AI was used to create it.

Section 5: Compliance and Consequences

All employees must complete AI training within 30 days of this policy taking effect. Violations will be addressed through the company's standard disciplinary process. Employees who discover policy violations should report them to management. Self-reporting of accidental violations is encouraged and will be treated more leniently than discovered violations.

This article is for informational purposes only and does not constitute legal advice. Regulatory requirements change frequently — verify current rules with official sources. Built by Sawai Gyoseishoshi Office, Hiroshima, Japan.